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When you save data, there are several ways to save it. There is the standard removable disk,
saving to the hard drive, and saving to a network share.
"I'll have all the information on a disk and bring it to the meeting."
Standard floppy disks only hold 1.44 MB of information. There are times when the disk is not
big enough. Here are ways to express this.
"Can you order a 128 MB removable storage device for me? I always need to move files that a
regular floppy disk cannot hold."
Hard Drive
"I have all the information saved on my hard drive."
"I finished the presentation preparation and I saved it on my hard drive."
"I have the documents you are looking for saved on my computer."
"I have the information on my computer. Do you want me to put it on a floppy disk for you?"
When you say something like, 'saved on my computer', it is understood that you are referring to
the hard drive, so in this situation, you can use the two words interchangeably.
Hard copy refers to something that is tangible. For example, a hard copy of a report is a printed
out version on paper. A soft copy is the file stored on the computer.
In order for you to save data on a network share, you will need permission. The person in charge
of the computer has the ability to add users. If you know of a public share and you cannot access
it, then tell your administrator or the person in charge of that computer to give you permission.
"I have it saved on a network share. You can find it at computername public John data.doc."
Whenever you tell someone a network location, you tell them the name by the path. I'll use the
previous sentence as an example. Computername is the name of the computer, then the next
word is a folder name. The next name is also a folder name. Finally, data.doc is the name of the
file. So, the location of data.doc is in a folder named John that is under a folder called public
under the computer computername. When you say a path verbally, you just leave a pause after
each word or say slash between the words. In the written form, it looks like this,
\\computername\public\John\data.doc.
When people share documents, they save them on their own computer and put it in a folder that
they made public. Or, a co-worker might have data saved on their computer. If you don't want to
deal with the floppy disks, then you can retrieve the data from the network if they make the
folder public.
"I have those files in my public folder. Just go to John01 public. You should see all the
documents there."
"I saved it at John01 public. Go ahead and take what you need."
"I'll need all the information on ABC Company. Didn't you say you have the information? Can
you put them on a public share?"
"Hey John, I don't have permission to get into John01. Can you check the permissions on the
folder?"
"I don't have write access on the folder. Can you give me write permissions?"
Software
Different companies use different software programs. For example, a tax firm might use a
program for tax purposes, and an insurance company will use their own software for inputting
data to retrieve quotes for customers. You might not have the software or it might be broken. I'll
have some example sentences for these situations.
"All the documents are saved using MSWord. Do you have Word or another application that will
be able to read the information?"
"We use a different word processing application. Can you save as a text file?"
"I can't open the file that you gave me. What version of Word are you using?"
Internet
I'm not going to explain all the specifics about the Internet here. The goal of this lesson is not to
give a computer lesson, but to learn English related to using the computer. I will show some
sentences that are commonly used for the Internet.
"If you go to greatsite.com, you will find all the information I just told you."
"If you need more information on cooking, go to cooking.com."
"I purchased all the computers from Dell.com. We should have them by the end of the week."
I really do. I hate pop-up ads with a passion. If it was up to me, I would shut down all companies
that produce pop up ads. For now, we have to live with them.
"I think I misspelled the web address. Can you spell it out for me?"
"I'm getting a page not found error. I think the web site is down."
Intranet
A lot of companies have an intranet site. This is basically web pages that can be viewed by
employees connected to the network in the office. The address does not use the standard .net or
.com address. It will simply be http://companysite.
If you have an intranet site for your company, then when you talk to other workers, you don't
need to say http:// everytime. You can simply say the name, for example, 'If you want to use a
sick day, you can go to time report.' The other person listening should understand that you mean
http://timereport.
"Is there an intranet site detailing each project our company is doing?"
"I think it will help a lot if we had an intranet site with general questions and answers from all
the employees."
"My computer is making a weird sound. Can I get someone to look at it?"
This concludes the computer English lesson. I know many of the business topics are large and
some of them have topics I didn't cover. I want to remind you that you can ask specific questions
to us using the business bulletin board.
1
Listen All | Person A | Persoon B
A: "Barbara, did you finish the report on XYZ Company?"
2
Listen All | Person A | Person B
A: "John, are you having problems with your network?"
B: "I think our whole network is down for upgrades. It should be back up in an hour."
A: "That's too late. I need the review documents from the company network share."
B: "I have a copy of that on my computer."
A: "Really? Can I get a copy?"
B: "Sure. But since the network is down, I'll have to put it on a disk for you."
A: "That would be great."
B: "Do you have a floppy disk?"
A: "I think I have one on my desk. Here it is."
B: "Ok. It's saving now. Here you go."
A: "Thanks. You saved me a great deal of trouble. I'm so glad you had a copy of this on your
machine."
B: "No problem. I'm glad I could help."
3
Listen All | Person A | Person B
A: "Don't we need a tax software to do this work?"
B: "Yeah. Don't you have it installed on your computer?"
A: "No. They said they would install it for me, but they didn't do it yet."
B: "Go ask your manager. He probably forgot."
A: "That's a good idea. Is there an instructional manual for this software?"
B: "It's in the second file cabinet under Software Applications."
A: "Thanks. I'll probably need it when I get the software."
B: "Actually, it's not that difficult to use. I think you should be able to figure it out without the
manual. The manual is only good for advanced options that we don't really need."
A: "You're probably right. Many of the manuals I've read were not that helpful. Do you mind if I
come to you for questions when I am using the software?"
B: "Not at all. Feel free to ask any questions. If I know the answer, I'll let you know."
A: "Great. I better go find the manager to get the software installed on my computer."